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Property Management List

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Property Management List

This Property Management List and Agreement (Agreement) is made effective as of by and between Client Name: and Manager Name: .

WHEREAS

WHEREAS, Client is the owner or lawful manager of certain real properties identified in the Property Inventory section below and desires a qualified manager to perform property management and administrative services for such properties; and

WHEREAS, Manager represents that it has the experience, personnel, and capacity to perform management, leasing, maintenance coordination, accounting, and related services for the listed properties in accordance with the terms of this Agreement; and

WHEREAS, the parties hereby set forth the property list, the scope of management services, payment terms, and related contractual provisions governing the relationship between Client and Manager.

SCOPE OF WORK

PROPERTY INVENTORY

List each property that Manager will manage. Attach additional sheets if necessary.

Property 1

Lease Start:

Lease End:

Monthly Rent: $

Management Services to be Provided (select all that apply)

Property 2

Lease Start:

Lease End:

Monthly Rent: $

Management Services to be Provided (select all that apply)

PAYMENT TERMS

Manager shall be compensated as follows. Client authorizes Manager to deduct fees and allowable expenses from collected rents or to invoice Client as provided below.

If Client fails to pay amounts due within the time required, Client agrees to pay the late fee and any costs of collection, including reasonable attorneys' fees. Manager may withhold distribution of funds while reconciling accounts or pursuing delinquent tenants.

TERM AND TERMINATION

This Agreement commences on and shall continue until unless earlier terminated pursuant to this section.

Either party may terminate for cause upon a material breach that remains uncured for thirty (30) days after written notice. Upon termination, Manager shall deliver a final accounting, remit any undisputed funds to Client within thirty (30) days, and transfer tenant records, keys, and related documents to Client or Client's designee.

CONFIDENTIALITY

The parties acknowledge that in the performance of this Agreement each may receive Confidential Information from the other. "Confidential Information" includes tenant files, financial records, proprietary procedures, and other non-public information. Each party shall: (a) hold Confidential Information in strict confidence; (b) not use Confidential Information except to perform obligations herein; and (c) not disclose Confidential Information to any third party except to employees, contractors, or professional advisors who have a need to know and who are bound by confidentiality obligations no less protective than those herein.

Confidential Information does not include information that is or becomes public through no fault of the receiving party, that was rightfully known prior to disclosure, or that is independently developed. Breach of this confidentiality obligation will entitle the disclosing party to injunctive relief in addition to any other remedies available at law or in equity.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles.

ENTIRE AGREEMENT

This Agreement, together with the Property Inventory and any written attachments executed by both parties, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any amendment must be in writing and signed by both parties.

ADDITIONAL PROVISIONS

Records and Accounting: Manager shall maintain accurate records of receipts and disbursements and shall make such records available to Client upon reasonable request. Manager may engage contractors and vendors in the ordinary course of business; Manager will seek Client approval for non-emergency expenditures in excess of $ .

Indemnification: Each party shall indemnify and hold harmless the other party from and against third-party claims arising from that party's negligent acts or willful misconduct in connection with this Agreement, subject to applicable law.

Client Printed Name:

Manager Printed Name:

Client Signature:

Manager Signature:

Date:

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What the Property Management List Is and when it’s used

A Property Management List is a structured inventory and action register used by property managers, landlords, and asset teams to document unit details, tenant contacts, maintenance schedules, inspection results, and contractual obligations for one or more properties. It centralizes data needed for leasing, repairs, billing, compliance checks, insurance records, and vendor coordination. The list can be a standalone spreadsheet, a section of a lease packet, or a fillable form used in digital workflows; when completed accurately it becomes the primary operational record that supports inspections, repairs, tenant notices, and financial reconciliation.

Why a clear Property Management List matters

A complete Property Management List reduces administrative errors, improves response times for maintenance and tenant inquiries, and provides an auditable record for compliance, insurance, and tax purposes. It also standardizes information across properties and supports consistent handoffs between managers and vendors.

Why a clear Property Management List matters

Typical users and stakeholders

Who prepares or relies on the Property Management List.

  • Property managers and regional asset managers who coordinate leasing, maintenance, and vendor work across portfolios.
  • Landlords and owners who require consolidated records for accounting, insurance claims, and performance reporting.
  • Facilities staff and on-site supervisors who use the list to schedule inspections and track work orders.

Multiple parties use the list; permissions and signature authority should be defined before distribution.

Core elements to include in a professional list

A professional Property Management List organizes property-level and unit-level information so reviewers can find key facts quickly and take action without follow-up.

Property Header

Include property name, full address, owner entity, and property type to ensure legal and operational records match public filings and insurance policies.

Unit Inventory

Record unit number, square footage, bedroom count, current occupancy status, lease start/end dates, and monthly rent for accurate billing and vacancy tracking.

Tenant Contacts

List primary tenant name, alternate occupants, phone, email, emergency contact, and preferred communication method for notices and upkeep coordination.

Maintenance Log

Track open and completed work orders with dates, vendor names, cost, and warranty information so repairs are auditable and recurring issues are visible.

Compliance Items

Document inspection dates, safety certifications, lead or asbestos disclosures, and utility account numbers to demonstrate regulatory compliance when required.

Financial Notes

Summarize security deposit amounts, outstanding balances, payment plans, and lease-based fee schedules for quick reconciliation and tax reporting.

Required data fields at a glance

Property Name: Full legal name
Address: Street, city, state, ZIP
Unit Identifier: Number or letter
Tenant Full Name: Legal name
Lease Dates: Start and end
Emergency Contact: Phone or email

Step-by-step: completing the Property Management List

Follow these steps in order to build a usable, auditable Property Management List that supports leasing, maintenance, and compliance.

  • 01
    Collect identifiers: Gather property, unit, and tenant legal names before populating the list.
  • 02
    Add lease details: Record start/end dates, rent, deposits, and special clauses.
  • 03
    Log maintenance items: Enter open work orders, vendor contacts, and scheduled dates.
  • 04
    Validate and sign: Confirm accuracy and obtain required signatures or eSignatures.

How to configure the digital workflow

Set up fields, roles, and notifications so each signer receives the correct prompts and records are retained automatically.

Field Configuration
Required Fields Mark legal name, address, lease dates as required to prevent incomplete submissions.
Signer Roles Assign roles such as Landlord, Property Manager, Tenant with required authentication.
Notifications Enable email or SMS reminders for pending signatures and rent delinquencies.
Retention Rules Automate export to secure storage and set retention per legal requirements.

Where to send or file the completed list

Determine filing destinations and routing rules so signed copies are delivered to all required parties and backed up in records systems.

  • Owner/Investor: Send a signed copy to the property owner or investment manager for financial records.
  • On-site File: Keep a printed or PDF copy at the property office for inspections and vendor access.
  • Accounting System: Export rent and deposit fields to the accounting or ERP platform for reconciliation.
  • Records Archive: Store an immutable signed PDF with audit trail in long-term document storage.

Digital signing and technical requirements

Choose a signing platform that supports secure audit trails, common file formats, and the integrations you need.

  • File formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Security: AES-256 at rest

Verify the vendor supports HIPAA or SOC 2 if your workflow handles protected health or regulated financial information.

Key deadlines and timing expectations

Track time-sensitive items in the list to meet lease notice periods, inspection schedules, and tax reporting timelines.

Lease Notice Deadlines:

Follow lease terms and state landlord-tenant notice periods for nonrenewal or termination.

Inspection Schedules:

Schedule periodic inspections per lease or local code; record results promptly.

Tax Reporting:

Retain records needed for IRS returns; 3 years is the typical federal baseline (IRC §6501(a)).

Security Deposit Returns:

Comply with state timelines for deposit accounting and returns after tenancy ends.

Warranty and Repair Deadlines:

Document warranty periods and vendor response windows for dispute resolution.

Typical processing milestones for a completed list

A Property Management List moves through distinct stages from creation to archival; track these milestones to maintain SLA compliance.

01

Draft and Review

Create the list and verify entries for accuracy and completeness.

02

Approval and Signature

Obtain required signatures from manager, owner, and tenant as applicable.

03

Distribution

Send signed copies to owner, accounting, and on-site staff.

04

Archive

Store final signed copy in secure records with retention metadata.

Common preparation mistakes to avoid

  • Incomplete tenant names or mismatched IDs that create problems for background checks and payment processing.
  • Using inconsistent unit identifiers across systems, causing duplicate entries and billing errors.
  • Failing to document maintenance costs or vendor contacts, which complicates insurance claims and warranty claims.
  • Skipping retention metadata or secure archival, increasing legal risk during audits or disputes.

Potential legal and financial risks of errors

Tax Penalties: Incorrect tenant TINs can trigger IRS penalties under IRC §6721.
I-9 Violations: Improper employment records risk fines under 8 CFR §274a.2.
Tenant Notice Errors: Failure to meet state notice rules may void eviction actions.
Insurance Claim Denial: Missing maintenance logs can jeopardize claim coverage.
Privacy Breach: Inadequate access controls risk HIPAA or state privacy violations.
Contract Disputes: Ambiguous rent or fee terms increase litigation risk.

Real-world examples using a Property Management List

These concise examples show how different organizations use the list to improve operations and compliance.

Martin Properties

The manager digitized tenant records and workflows to process documents online.

  • Reduced turnaround and ensured compliance.
  • Tim Martin reported the ability to execute documents and keep secure audit trails across mobile and desktop workflows, improving efficiency for field staff and tenants.

Xerox (NetSuite Integration)

A team integrated signed property schedules into their ERP.

  • Signed records auto-sync to accounting.
  • Kodi-Marie Evans noted that integrating signed documents with NetSuite simplified tracking of liabilities and vendor services tied to specific properties.

eSignature vendor comparison for Property Management workflows

Compare starting prices, trial availability, bulk-send, audit capability, HIPAA support, and envelope restrictions across common eSignature vendors.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and troubleshooting for preparing and signing the list

Common questions about completion, signing, storage, and legal validity with concise answers to reduce delays.


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